Terms and Conditions


Liability – The exhibitor agrees to make no claim, for any reason whatsoever, against AccuTrain, Gaylord Opryland Resort & Convention Center or any other contractors for loss, theft, damage or destruction of goods, or any injury to self or employees. Nor will claim be made for any damage of any nature or character, including damage by reason of failure to provide space for the exhibit, or for removal of the exhibit or for failure to hold the conference as scheduled. The exhibitor understands that neither AccuTrain nor Gaylord Opryland Resort & Convention Center maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.

Unoccupied Space –
Should any rented exhibitor space remain unoccupied on the opening day or should any space be forfeited due to failure to make payment, AccuTrain reserves the right to rent that space to any other exhibitor or to use that space for such purposes as it may see fit without any liability on its part. This clause shall not affect the obligation of the exhibitor to pay the full amount specified in the space rental agreement should AccuTrain not resell the space.

Acceptability of Exhibits
– Alterations to the exhibit space, such as bringing in additional tables, requires prior approval of the Conference Coordinator or the Exhibit Coordinator. AccuTrain reserves the right not to sell exhibit space to any company it deems objectionable or at cross purposes to the company’s mission. Additionally, AccuTrain reserves the right to require exhibitors to remove promotional materials that are deemed objectionable.

Damage to Property – Exhibitors are liable for any damage caused to building floors, walls, columns or tables or to any other property of Gaylord Opryland Resort & Convention Center. Exhibitors may not apply paint, lacquer, adhesive or any other coating to building columns, floors, walls or tables.

Fire, Safety and Health
– The exhibitor agrees to accept full responsibility for compliance with local, city and state fire, safety and health ordinances 
regarding installation and operation of equipment. Necessary fire precautions will be the responsibility of the exhibitor.

Shipping, Internet & Electrical – Shipping of small boxes is the sole responsibility of the exhibitor and should be handled directly through the hotel or UPS. All appropriate instructions and forms will be emailed by the Exhibit Coordinator no later than one month before the event. Electricity and Internet connectivity will be handled by the hotel. If you are shipping pallets, please contact Sam Stewart at 800-251-6805 for instructions.

Cancellations – In the event written notification of intent to cancel is received by the Exhibits Coordinator 30 days prior to the event, a voucher to exhibit at another Summit will be given and will be good for up to 3 years. No refunds will be granted! (Exceptions may be made for death or a government ordered lockdown.) All storage and handling charges due to failure to remove exhibit materials from the display or storage area at the conclusion of the move-out period shall be the responsibility of the exhibitor. If move-in and move-out are not conducted during scheduled time, a fee may be assessed.

Sponsorship and/or Exhibitor Agreement
– Tables are assigned on a first-come, first-served basis. No applications will be accepted without payment. Processing of your 
payment does not constitute acceptance into the show nor guarantee space availability. Notwithstanding anything else in this agreement, if the exhibitor is not accepted or space is not available, then the exhibitor’s payment will be promptly refunded by AccuTrain.